DocsEvo: Document Management That Works Like Your Business
Most organisations know they have a document problem. Files are scattered across shared drives, email attachments, desktops, and random SharePoint sites. Nobody trusts search because nobody trusts that what they find is the current version. Compliance auditors ask for evidence and staff spend days hunting through folders.
DocsEvo solves this by giving your organisation a single, governed location for document creation, storage, search, and retrieval. Built on SharePoint Online, it uses metadata driven navigation rather than folder structures, so documents are findable by what they are rather than where someone decided to save them.
Evocate configures DocsEvo with your document types, metadata schema, approval workflows, and retention policies. It integrates with your existing Microsoft 365 applications so staff can create, edit, and approve documents without leaving their normal workflow. Call 1300 386 228 to see a demo.
Transform How Your Organisation Works with DocsEvo
DocsEvo is a SharePoint application for creating, uploading, searching and retrieving documents from one location.
Take control of your document chaos with our robust document management system. Securely store, manage, and access critical documents efficiently, ensuring information is readily available and compliant with regulations.
- Built on Microsoft 365
- Rapid deployment with a dedicated Evocate team
- Ongoing managed support across all 5 Australian offices
Microsoft 365 · Australian-owned · Your tenant
Popular Features
Everything you need to transform how your organisation works
Simplified document creation and upload
Create documents from templates or upload files through a guided interface with automatic metadata tagging.
Sharing and collaboration
Controlled sharing with version tracking, co-authoring, and audit trails for every document interaction.
Workflows, reports, and publishing
Approval workflows, automated reporting, and formal publishing controls for policies, procedures, and controlled documents.
DocsEvo Features
Simplified Document Creation and Upload
Creation features:
- Document Templates: Pre configured templates for common document types with metadata pre populated from context.
- Guided Upload: Step by step metadata capture during upload ensures every document is classified correctly from the start.
- Bulk Import: Migration tools for importing existing documents with automated metadata extraction and classification.
- Version Control: Automatic major and minor versioning with check in and check out controls for collaborative editing.
Sharing and Collaboration
Collaboration features:
- Governed Sharing Links: Time limited sharing with automatic expiry and access review notifications.
- Co Authoring: Real time collaborative editing within Microsoft 365 applications with conflict resolution.
- External Collaboration: Controlled guest access for external parties with watermarking and download restrictions.
- Review Workflows: Structured review and approval processes with parallel and sequential routing options.
Workflows, Reports, and Publishing
Governance features:
- Approval Workflows: Configurable multi stage approval with escalation, delegation, and deadline management.
- Status Reporting: Dashboards showing document lifecycle stage, overdue reviews, and compliance metrics.
- Controlled Publishing: Formal release management for policies, procedures, and controlled documents.
- Retention Management: Automated retention schedules with disposition approval and legal hold support.
Search and Retrieval
Search capabilities:
- Metadata Search: Find documents by type, project, author, status, date range, and custom properties.
- Full Text Search: Content search across all document types including scanned PDFs with OCR.
- Saved Queries: Personal and shared saved searches for frequently needed document sets.
- Recent and Favourites: Quick access to recently viewed and bookmarked documents.
What Is DocsEvo and Why Does It Matter?
DocsEvo is a SharePoint based document management application built by Evocate that provides structured document creation, metadata driven filing, governed collaboration, and compliant records management on top of your existing Microsoft 365 subscription with no additional licensing.
Metadata driven organisation
Documents are classified by what they are, not where they sit in a folder tree. This makes search reliable and eliminates misfiling.
Built on SharePoint Online
DocsEvo uses native SharePoint capabilities with custom configuration, meaning you benefit from Microsoft security, compliance, and updates.
Governed collaboration
Controlled sharing, version history, and approval workflows ensure the right people see the right version at the right time.
Compliance ready
Retention schedules, audit trails, legal hold, and sensitivity labels meet Australian regulatory requirements out of the box.
DocsEvo Capabilities
Practical delivery areas with architecture, governance, and adoption detail for production environments.
Document Type Configuration
Evocate configures DocsEvo with your specific document types, metadata schemas, and classification taxonomies so the system reflects how your organisation actually categorises and manages information.
- Custom content type design and deployment
- Metadata taxonomy development
- Document numbering and naming conventions
- Template library with pre populated fields
- Classification rules and auto tagging
Workflow and Approval Design
Evocate builds approval workflows tailored to your business rules including sequential and parallel approvals, escalation, delegation, and integration with Power Automate for complex scenarios.
- Multi stage approval workflow configuration
- Conditional routing based on document properties
- Escalation and delegation rules
- Review cycle scheduling and reminders
- Integration with Power Automate for complex logic
Migration and Data Import
Evocate migrates documents from shared drives, legacy document management systems, and unstructured SharePoint sites into DocsEvo with metadata mapping and classification.
- Source system audit and document inventory
- Metadata mapping from legacy systems
- Automated migration with validation reporting
- Duplicate detection and remediation
- Post migration verification and user acceptance
Search and Reporting Configuration
Evocate configures search, dashboards, and reporting to give document controllers, compliance officers, and end users visibility into document status, overdue actions, and system health.
- Custom search verticals and result types
- Compliance dashboards for document controllers
- Overdue review and expiry alerting
- Usage analytics and adoption reporting
- Executive reporting on governance metrics
Training and Managed Services
Evocate provides training for end users, document controllers, and administrators plus ongoing managed services to keep DocsEvo running effectively as your organisation evolves.
- End user training on creation, search, and collaboration
- Document controller administration training
- Ongoing managed services and health checks
- Quarterly governance reviews and optimisation
- New feature evaluation and rollout
How It Works
A structured, low-risk path from discovery to go-live
Discovery
We learn your organisation, workflows, and goals before recommending anything.
Setup
Evocate configures DocsEvo to match your branding, data, and approval workflows.
Training
Hands-on training and a dedicated go-live support window for your whole team.
Support
Managed services, helpdesk, and health checks keep your solution running at its best.
Why choose DocsEvo?
Find documents in seconds
Metadata driven search eliminates the guesswork of folder navigation and returns the right document first time.
Eliminate version confusion
Automatic versioning, check out controls, and single source of truth mean everyone works from the current version.
Meet compliance requirements
Retention schedules, audit trails, and sensitivity labels satisfy Australian regulatory and industry standards.
Reduce onboarding time
New staff find documents through search and metadata rather than relying on colleagues to share folder paths.
No additional licensing
DocsEvo runs on your existing Microsoft 365 and SharePoint subscription with no per user add on fees.
Industries We Serve
Government
Document management for government agencies with records management, retention schedules, and classification controls aligned with Australian Archives requirements.
Utilities & Energy
Document management for utilities and energy organisations managing engineering drawings, safety procedures, compliance evidence, and operational records.
Defence
Document management for defence organisations with classification marking, access controls, and records management aligned with security frameworks.
Transport & Logistics
Document management for transport and logistics companies managing contracts, compliance certificates, safety records, and operational procedures.
Healthcare & Aged Care
Document management for healthcare organisations managing clinical policies, procedures, credentialing records, and compliance documentation.
NDIS & Community Services
Document management for NDIS and community service providers managing participant plans, service agreements, incident reports, and quality records.
Mining & Resources
Document management for mining and resources companies managing safety procedures, environmental records, permits, and operational documentation.
Professional Services
Document management for professional services firms managing client deliverables, proposals, contracts, and knowledge assets.
Evocate’s EVOLVE Methodology
A structured delivery rhythm that keeps discovery, validation, launch, and continuous improvement connected.
Engage
Understand your document types, workflows, compliance requirements, and pain points with current document management approaches.
Validate
Assess existing document volumes, metadata quality, permission structures, and integration requirements with connected systems.
Optimise
Design document type schemas, workflow rules, search configuration, and migration approach based on discovery findings.
Launch
Configure DocsEvo, migrate documents, deliver training, and go live with monitoring and support from day one.
Verify
Measure search effectiveness, workflow completion rates, user adoption, and compliance metrics against success criteria.
Evolve
Ongoing managed services including governance reviews, workflow updates, new document type configuration, and adoption analytics.
Integration with the Microsoft 365 Ecosystem
Clean integration points across Microsoft 365, Power Platform, security, automation, and employee experience.
SharePoint
DocsEvo is built natively on SharePoint Online, using document libraries, content types, and metadata columns as its foundation.
Microsoft Teams
Access DocsEvo documents directly from Teams channels with metadata preserved and governance controls maintained.
Power Automate
Approval workflows, notifications, and automated actions triggered by document events and lifecycle transitions.
Microsoft Purview
Sensitivity labels, retention policies, and records management integration for compliance and governance requirements.
Outlook
Save emails as records, attach governed documents to messages, and route incoming correspondence to DocsEvo automatically.
Power BI
Reporting dashboards showing document metrics, compliance status, workflow performance, and adoption analytics.
Trusted by leading Australian organisations
Trusted by 326+ organisations across Australia
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